*** Strictly No Agencies***
Registry Administrator
1. Purpose of Job
• Create and maintain accurate data relating to all aspects of individual learners’ personal details, enrolment, and examinations.
• Maintain a clear and auditable trail for all learner-related records.
• Contribute to a professional, effective, and customer focused Registry service.
• Adhere to all College systems, processes, and quality standards.
• Support the effective operation and administration of the Registry and Exams team.
2. Principal Accountabilities
2.1 Data Processing and Achievement Recording
• Process and validate data relating to student achievement across the College.
• Support the development of systems and procedures to ensure consistent and efficient achievement recording, timetabling, and register management.
• Implement processes for data collection and maintenance to support quality improvement.
• Update the student records system with online test results following examination completion.
2.2 Learner Data Integrity and Compliance
General
• Maintain accurate learner personal details in line with ILR requirements.
• Provide guidance to curriculum staff on awarding organisation rules, regulations, and processes.
• Maintain up-to-date knowledge of funding rules and eligibility criteria across relevant Combined Authorities, providing guidance and advice to curriculum and management teams to ensure accurate learner funding claims and compliance.
• Respond professionally and efficiently to enquiries from internal and external stakeholders.
• Maintain, verify learner and enrolment data as appropriate and comply with audit requirements.
Exams specific
• Ensure timely registration and entry of learners with awarding organisations for all current enrolments.
• Schedule examinations, including dates, times, and access arrangements, and ensure examination papers are supplied as required.
• Apply and process access arrangements in accordance with regulatory requirements.
• Reconcile exam invoices with supporting documentation to ensure financial accuracy within the examination budget.
• Update learner achievements on the student records system, verifying end dates, and resolving outstanding outcomes.
• Ensure claims are submitted accurately, promptly, and subject to appropriate checking procedures.
• Process and issue learner certificates in a timely manner
• Validate grade entry into ILR
Rooms/16-18 funding specific
• Maintain and create learner timetables
• Maintain and create learner registers
• Maintain and verify planned hours against GLH
• Maximise 16-18 funding bands, working closely with the CM’s
• Reduce 16-18 funding bands and validate evidence when students complete early
• Create offerings and validate from FALA
• Validation between 4Cast and Pro-solution
• Completion and verify work experience
Adult funding specific
• Maintain and verify learner enrolment data as appropriate
• Process withdrawals, transfers, break in learnings and change of circumstance
• Devolved area compliance
• Advanced learner loan compliance
• Funding and fees validated
• HE tracking
• Partner validation
• Process and validate Destination data
• Process and validate Learning support forms
• Run and review validation reports to identify data errors, anomalies, or funding risks and work with curriculum and support teams to resolve issues promptly.
Apprenticeship funding specific
• Maintain and verify learner enrolment data
• Process all withdrawals, transfers, break in learnings and change of circumstance
• ITPs for all apprentices and compliant
• OTJ verified
• Process and validate Learning support forms
• FCF and DAS verified
• Co- contribution, care leavers/looked after grant monitored and maintained
2.3 Record Accuracy and Audit Readiness
• Ensure curriculum and learner records are accurate, complete and compliant.
• Support the timely and accurate submission of funding and data returns.
• Provide accurate data to support College decision making.
• Ensure awarding organisation evidence is available for internal and external audit.
Child protection is the responsibility of all staff. The College will therefore:
•Encourage and maintain an environment where students feel secure, are encouraged to talk, and are listened to
•Ensure students know that there are staff in the College whom they can approach if they are worried
•Include opportunities in the curriculum for students to develop the skills they need to recognise and stay safe from abuse
•All staff will be required to undertake appropriate safeguarding induction and training.